2013 minutes

Board Agenda – Nov. 22, 2013

Association for Rural and Small Libraries
Board of Directors Meeting

Friday, November 22, 2013
10:30 a.m. – 12:00 p.m. Central

VIA READYTALK

Step 1: Dial in: 866-740-1260
Access Code: 5149183

Step 2: Web Login — https://cc.readytalk.com/r/jdedpkriykzo&eom

ARSL Mission Statement:
The Mission of the Association for Rural & Small Libraries is to provide a network of people and materials to support rural and small library staff, volunteers and trustees to integrate the library thoroughly with the life and work of the community it serves.

AGENDA

2 min. I. Welcome and Call to Order Tena Hanson,
****** Start Meeting Recording****** President

3 min. II. Consent Agenda
• Approve Minutes of September 29, 2013*/**
• Current Financial Statements*/**
• Member Services Committee Report
• Conference Planning Committee Report
• Partnerships Committee Report
• Member Development Committee Report
• Governance Committee Report
• Finance Committee Report
• Executive Committee Report
• President’s Report

5 min. III. Verbal Committee Reports if Pulled from Consent Agenda

10 min. IV. Approval of ARSL Strategic Plan & Committee Workplans*/** Tena

5 min. V. Approval of Guidelines for our Work Together as a Board*/** Tena

5 min. VI. Approve AMR Workplan*/** Tena

• A la Carte Items

10 min. VII. Review/Approve 2014 Budget*/** Mary Stenger, Treasurer

10 min. VIII. Governance Committee Paul Healey, Chair

• Web/Social Media Policy*/**

10 min. IX. Partnerships Committee Cal Shepard/Gail Sheldon,
Co-Chairs
• Approval of Affiliate Member Categories*/**

• Consider current affiliate application process/timeline

10 min. X. Conference Planning Committee

• MOU for Washington Conference*/**

• 2013 Conference A/V Price Dispute*/** Tena

3 min XI. Volunteer Position Identification: Time & Skills Needed Tena

2 min XII.  STEM Learning in Libraries Conference*/** Tena

10 min. XIII. PUBLIC COMMENT

5 min. XIV. Topics Identified for Board Work Session?

Next Board Meeting – Friday, January 17, 2014 — ReadyTalk

90 min. ADJOURN BOARD MEETING

* Denotes Action Item
** Posted in DROP BOX

See also Board Minutes Archive


Board Meeting September 28 & 29, 2013

The Association for Rural & Small Libraries, Inc.

Board Meeting and Annual Planning Retreat

Saturday & Sunday, September 28 & 29, 2013 – Omaha, Nebraska

Eisenhower Room ~ 19th Floor (EMC Level) ~ Doubletree

ARSL Mission:    The mission of the Association for Rural and Small Libraries is to provide a network of people and materials to support rural and small library staff, volunteers and trustees to integrate the library thoroughly with the life and work of the community it serves.

Meeting Goals:

  • Get to know each other and develop norms for our work together
  • Review ARSL’s Strategic Plan and develop action plans toward it for 2014
  • Transact some ARSL business
  • Leave energized and enthused with clear direction and plans for the year ahead!

Download Minutes

See also Board Minutes Archive


Board minutes – August 16, 2013


Board Minutes July 19, 2013

Please download the PDF of the minutes from July 19, 2013

See also Board Minutes Archive


Board Minutes June 21, 2013

Please download the PDF of the minutes from June 21, 2013

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Board Minutes May17, 2013

Pleas download a PDF of the minutes from May 17, 2013

See also Board Minutes Archive


April 5, 2013 Board Meeting

Association for Rural and Small Libraries

Board of Directors Meeting

Friday, April 5, 2013

MINUTES

Opening:  The meeting of the Board of Directors of the Association for Rural and Small Libraries was called to order by Andrea Berstler, President, at 11:38 a.m. Eastern on April 5, 2013.

Present:  Andrea Berstler, Lesley Boughton, Donna Brice, Louise Greene, Tena Hanson, Paul Healey, Carla Lehn, Lisa Lewis, Carolyn Petersen, Jennifer Peterson, Steve Seale, Gail Sheldon

Absent: Becky Heil, Tameca Beckett

Quorum Present:  Yes

Others Present: Denise Wetzel, guest. Cal Shepard, State Librarian of North Carolina.

Consent Agenda

The minutes of the January 18, 2013 meeting were approved without changes or corrections. Motion to move the Finance Committee report to the Consent Agenda; motion carried. Motion to approve the Consent Agenda; motion carried.

Results of vote by email to approve AUP audit by accountant: unanimous approval by quorum of the board.

President’s Report

Discussion of ARSL “Code of Ethics” was tabled until a future meeting.

A Strategic Plan Task Force will be an ad hoc committee, taking the results of the board retreat in Chicago (March 2013) to create a strategic plan.  The plan will be presented to the Board at the annual meeting in Omaha, September 2013.

Lori Womack resigned from the board effective immediately.  According to the by-laws, the President can appoint a new board member as a replacement.  Andrea will pass the opening to the nominating committee to be filled by election.

Cal Shepard, State Librarian of North Carolina, accepted the opening as the COSLA liaison as the term of Lesley Boughton, Wyoming State Librarian and current COSLA representative, is ending.  There will be a transition period between 9/2013 and 9/2014 and then a reappointment for this position.

Gail Sheldon offered to represent the ARSL Board of directors as a member of the Pew Internet & American Life Advisory Committee.  An additional representative from the board may be requested.

Partnership Committee

Motions to accept Affiliate Status applications from the Public Library Association and the University of North Texas were moved and accepted.

An MOA from the United States Fire Administration was discussed; motion made to approve and accepted.

A web presence for Affiliates on the ARSL website was discussed; moved and accepted.

Additional applications for Affiliate Status will be presented at future meetings.

Member Services Committee

Tameca Beckett and Jennifer Peterson are serving as co-chairs for an orderly transition of leadership.

The need for cross-committee communication among committee chairs was discussed.  A process was discussed for producing website content in a step-wise fashion.  A flowchart with a timeline was recommended.  Messages should proceed, with approval from the board, to the website and then to the member listserv with links to the new content.

New Business

A second annual report will be produced with content and design similar to the first annual report. The production will be on schedule with distribution at the conference in Omaha, September 2013.  Cal Shepard offered that the first report was informative and succinct.

Public Comment: None

Meeting Adjourned: 12:22 p.m.  Eastern

Next Board Meeting – Friday, May 17, 2013, 11:30 am – 12:30 pm Eastern Time

Respectfully submitted,

Louise W. Greene, Secretary

See also Board Minutes Archive


Jan. 18, 2013 Meeting Minutes

Association for Rural and Small Libraries
Meeting Minutes
Board of Directors
Friday, January 18, 2013 11:30 a.m. Eastern VIA READYTALK

MINUTES

Opening: The meeting of the Board of Directors of the Association for Rural and Small Libraries was called to order by Andrea Berstler, President, at 11:30 a.m. Eastern on January 18, 2013 via conference call.

Present: Andrea Berstler, Tameca Beckett, Lesley Boughton, Donna Brice, Louise Greene, Tena Hanson, Becky Heil, Paul Healey, Lisa Lewis, Carolyn Petersen, Jennifer Peterson, Steve Seale, Lorie Womack

Absent: Gail Sheldon

Quorum Present: Yes

Others Present: 4 Members

Call to Order

The meeting was called to order by Andrea Berstler, President, at 11:30 a.m. Eastern.

Consent Agenda

The minutes of the November 16, 2012 meeting were approved without changes or corrections.

Treasurer’s Report

The current financial statement was reviewed by Leslie Boughton,Treasurer. The statement shows a deficit which could be corrected upon board recommendation for a balanced budget. Alternatively, the board could vote to accept the budget as is and work toward a balanced budget. Motions were made and carried made to accept the unbalanced budget. It was noted that ARSL has a short budget history as an organization and that an unbalanced budget is different from a deficit budget.

The 2013 proposed budget delineates telephone and virtual meeting expenses from the other administrative expenses as a separate line item. The conference expenses were moved to the Member Services area. The proposed budget also moves Scholarships to the conference budget lines. The conference budget line was adjusted to reflect anticipated revenue from members and vendors.

Increases in revenue will be examined at the Board Retreat in March in Chicago. Budget shortfalls may need to be extracted from the board travel line.

AMR recommended an audit. Three levels of audits and their costs were described. Motions were made and carried for an audit expense of $2,000 during 2013. This will be re-visited for 2014. The cost will be in the Accounting line of the budget.

Leslie announced that COSLA will be the official sponsor of the opening reception at ARSL in Omaha.

President’s Report

Andrea will schedule a January Committee Chairs’ meeting with a quarterly meeting of committee chairs as a goal. Volunteer role descriptions from each committee were requested. The Digital Inclusion Survey was briefly mentioned; more information is forthcoming.

An organization with a mission statement very similar to ARSL’s will be formally contacted by Leslie Boughton.

Executive Committee Report

Conference locations through 2018 were reviewed. Motions were made and accepted.

o 2013 – Iowa/Nebraska

o 2014 – Washington State

o 2015 – New England/Northeast (NH/Mass/RI/CT/VT)

o 2016 – Little Rock, Arkansas

o 2017 – St. George, Utah

o 2018 – Illinois (tentative)/Other Potential Locations (Kansas, Mississippi)

A map of conference locations through 2017 was shown.

Procedures to review conference locations on an annual basis will be incorporated in the Conference Policy documents.

Motions were made and carried to accept the Volunteer Coordinator position description.

Steering Committee Report

The upcoming Board Retreat information was received by all board members. Becky Heil gave an update on the Focus Groups and Online Survey. There were over 2,000 respondents. 15% of those were ARSL members. The report of the findings will be finished by the end of February. The agenda for Chicago is being finalized. There will be guests at the reception. There will be an extra board meeting February 21 or 22 of one hour to review the process of involvement with the Bill and Melinda Gates Foundation.

Governance Committee

There are opportunities for volunteering on this committee. Anyone interested should contact Paul Healy.

Partnerships Committee

Steve Seale, Partnership Chair, listed the applications to date for Affiliate status. The U.S. Fire Administration withdrew its initial application but will resubmit a revised application. Motions were made and carried to accept the application from United for Libraries (formerly FOLUSA, ALTAFF).

The SHLB membership dues for renewed membership are in the budget. There will be many opportunities for volunteers as more applications are received for Affiliate status. It is anticipated that liaisons will be appointed to Affiliates. Liaisons will require approval by the Executive Committee.

2013 Conference

Tena Hanson reported that a site visit to Omaha IA/NE state library contacts found everything right-sized in facility; The reception will be hosted by the Omaha Public Library will host the reception.

There are currently 41 people working on the conference. There is a monthly check-in meeting for all working groups. The call for program proposals has been sent out. Arrangements with keynote speakers are underway. The formal AV partnership for this conference is the Nebraska and Iowa State Libraries and the Omaha Public Library.

Member Services Committee

There are volunteer opportunities for anyone attending the Midwinter or Annual Conferences of ALA for programs being sponsored by ARSL.

There is now an area of the website devoted to job postings thanks to Kieran Hixon.

The January/February newsletter had a 39% open rate.

Membership Development Committee

Library schools were contacted as possible institutional members. Nineteen responded with interest. The current key contacts list is not as effective as it could be. There are 12 states without current contacts. Alternative means of distributing messages are being considered.

The meeting adjourned at 12:15 p.m. Eastern Time.

Next Board Meeting – Friday, March 15, 2013, 11:30 a.m. Eastern Time


January 18, 2013 Board Meeting

Association for Rural and Small Libraries

Board of Directors Meeting

Friday, January 18, 2013

APPROVED MINUTES

Opening:  The meeting of the Board of Directors of the Association for Rural and Small Libraries was

called to order by Andrea Berstler, President, at 11:30 a.m. Eastern on November 16, 2012 via conference call.

Present:  Andrea Berstler, Tameca Beckett, Lesley Boughton, Donna Brice, Louise Greene, Becky Heil, Paul Healey, Carla Lehn, Lisa Lewis, Carolyn Petersen, Jennifer Peterson, Steve Seale, Gail Sheldon, Lorie Womack

Absent: Tena Hanson

Quorum Present:  Yes

Others Present: 2 Members

Consent Agenda

The minutes of the September 29/30, 2012 meeting were approved without changes or corrections.

Treasurer’s Report

Future board meetings will display the treasurer’s report on the shared screen.

Lesley Boughton summarized the current financial statement.  Revenue from membership dues was stronger than anticipated.  The annual conference incurred expenses beyond revenue.  Two factors for cost overruns were 1) registration process funding exceeded what was planned 2) audio-visual costs were higher than anticipated.  Audio-visual support for hardware was provided by the hotel.  2013 conference planning will include requests for hardware support from the IA/NE state libraries.

A discussion of the 2013 Budget included: adjusting line items to more closely reflect expenses; eliminating costs for under-used services, and making conference costs for audio-visual part of the discussion with potential partners.

There were no other comments or questions.

President’s Report            

Andrea will schedule a Committee Chairs meeting for January.  Quarterly committee chair meetings are planned.

The Governance Committee is working on setting priorities for policy revision and a procedure for policy revision and review.  Committee chairs will be asked to state the need for the policy and its impact on the association.  Governance will put the policy in final form for a review.

The Volunteer Coordinator position guidelines have been developed with a position description.                                               

Executive Committee Report                                         

Revised 2013 Committee Workplans were reviewed and approved as follows:

Strategic Goals: edited and accepted

Membership Committee: edited and accepted

Membership Development Committee: edited and accepted

Partnership Committee: as is and accepted

Conference Committee: as is and accepted

Executive Committee: as is and accepted

Finance Committee: as is and accepted

Nominating Committee: change dates to match 2013 calendar and accepted

A final motion was made to accept the work plans as they stand or revised with the caveat that plans may be altered pending the results of a Board Retreat sponsored by the Gates Foundation in March.  Motion carried.

Steering Committee Report        

The dates of the Board Retreat have been set for March 6, 2013 to March 8, 2013.  The location will be somewhere in the Midwest to be announced.  The costs of the retreat will be carried by the Gates Foundation.

The general survey from the consulting group opened today (November 16,2013).  It has been requested that the survey be disseminated far and wide to both members of ARSL and non-members.  The focus groups have been completed.                                         

Conference                                                             

Business from the Raleigh conference has been concluded.  The Iowa/Nebraska Conference announcement for 2013 will be made today (November 16, 2013).  The hotel contract for the 2013 conference has been signed.

Governance Committee  

Connection for Paul Healey was lost during the meeting.  Policies for board review will be placed in DropBox prior to meetings.  A policy for website content is planned.

The Partnership Policy, as amended by Governance, was approved. Motion carried.

The Partnership Affiliate Policy, as amended by Governance, was edited and approved.  Motion carried.

Partnerships Committee 

It was reported that the UNT PEARL Project is in its final phase.  UNT has applied for an IMLS grant that proposes 20 fully funded Master’s degree programs in Library Science for rural librarians.

The US Fire Administration has requested that ARSL assist, through the rural library network, to inform communities about fire safety.

The committee will survey interest in mentoring among association members.

The newly adopted Affiliate status is expected to help align state associations with ARSL goals.

Member Services Committee

There have been new members on the committee since the conference.

The OCLC webinar for December has 200 registered to date.

Efforts are being made to continue planning with RNTLOK for ALA Midwinter.

The photograph collection maintained on FLICKR will be mined for images to keep the website constantly refreshed.   Member Julie Elmore was thanked for her contribution to this effort.  Many feature articles were recently posted on the website as planned.  After exploring alternatives to reduce expenses for the newsletter, the committee decided to stay with Constant Contact with an update to the contract to reflect the 501c3 status of ARSL.

The committee has worked with Governance to develop guidelines for web submission.  These guidelines were edited.  Motion to accept was carried.

Membership Development Committee

The Membership committee has divided work tasks.  Gail Sheldon will contact library graduate schools to recruit new graduates.  The Alabama Library Association has requested a panel discussion at its state conference.  Gail will be a member of that panel. The list of state key contacts is being contacted. 1/3 of the contacts have agreed to continue in that role; the remainder will be contacted in December. Other members of the committee are working out the expenses associated with producing the package of brochures, ribbons and banners.

New Business

No new business was presented.

Public Comment

A suggestion was made that state chapters of ARSL be formed to facilitate state-level discussionsamong ARSL members such as with round-tables.

A comment was made that hardware and software issues at conferences could be assisted by utilizing the capacity of the cloud.

The meeting was adjourned at 1:10 pm Eastern Time.

Next Board Meeting – Friday, January 18, 2013, 11:30 am Eastern Time

Respectfully submitted, Louise W. Greene, Secretary

See also Board Minutes Archive